Agenda and minutes

            Apologies for inability to attend were reported from Councillors O’Neill and Robinson.

            The minutes of the meeting of 9th June were taken as read and signed as correct.  It was reported that those minutes had been adopted by the Council at its meeting on 4th July, subject to the decision under the heading “Playing Pitches Strategy” being amended to provide that the Dixon Park Playing Fields and Victoria Park sites be included in Phase I of the programme associated with the upgrade of changing facilities and that officers submit a report to the Parks and Leisure Committee on the possibility of providing playing pitches within the Glencairn Park.

            The Director provided the Members with an update in relation to an incident which had occurred earlier that day at the Grove Wellbeing Centre.  He indicated that he would keep the Committee informed of any developments in relation to the incident which was currently being investigated by the Police Service of Northern Ireland.

Noted.

            The Director reported that there had been recent press coverage in relation to the cost of provision of leisure services by the Council and that he would submit to the Committee, in due course, a report in this regard which would be framed around the on?going improvement agenda.

Noted.

            The Director reported that five sites within the Parks and Leisure Department had recently received Green Flag Awards, with two others having retained their existing awards.  The Awards had been established in 1996 and were managed by Keep Britain Tidy, the British Trust for Conservation Volunteers and GreenSpace.  The standard was for quality management and, in particular, for community engagement, with significant emphasis being placed on the stakeholders’ experience and involvement in site development and improvements.

            The two properties which had retained their awards were the Cavehill Country Park and the Musgrave Park, with the five new Green Flag Awards going to the Barnett Demesne, Botanic Gardens, Falls Park, Ormeau Park and Roselawn Cemetery.

            The Director explained that two officers from the Department were qualified Green Flag judges and participated annually in the United Kingdom judging rounds.  Using that expertise and the Green Flag framework an assessment had been made of the feasibility of entering additional Council sites for the 2012 awards.  The assessment had identified that the parks best placed to enter the awards next year were Sir Thomas and Lady Dixon Park, the Waterworks Park and Belmont Park.  At this stage, it was also anticipated that the 2013 entries would be Lagan Meadows, the Grove Playing Fields and Victoria Park. 

            The Committee noted the information which had been provided, approved the three additional sites to be put forward for accreditation in the 2012 assessment round and agreed that letters be forwarded to staff congratulating them on their achievements.

Association for Public Service Excellence – Awards 2011

            The Director informed the Members that the Association for Public Service Excellence Awards scheme provided local authorities across the United Kingdom with an opportunity to gain recognition for their work which demonstrated their ability to innovate within service delivery, actively demonstrate new concepts and examples of best practice which would continuously improve the level of service to local communities.  He reported that the Parks and Leisure Department had submitted one entry in the Best Efficiency category for the Parks and Leisure Departmental Improvement Programme and had since been advised by the Association that the initiative had been selected as a “top finalist”.  He explained that the Association would be holding its Annual Awards Ceremony in Bristol on the evening of 8th September and, accordingly, he recommended that the Chairman, together with the Director of Parks and Leisure (or their nominees), be authorised to attend the event.  The cost per delegate for attending was approximately £380.

            The Committee adopted the recommendation.

            The Committee considered the undernoted report:

“1     Relevant Background Information

         The Committee is reminded that at its meeting on the 16th June 2008 it received a report outlining that new legislation would require that UK based crematoria remove mercury emissions from the flue gases of at least 50% of all their cremations.  This work is to be completed by the end of 2012.  At the meeting the Committee had agreed to remove mercury emissions from 100% of its cremations and recommended that provision be made within the capital programme for this work.

         In line with decision of the Committee Officers had moved to place the project on the Council’s capital programme and prepare an appropriate specification and tender documentation.  It had been intended to seek tenders in May 2011 to allow sufficient time for procurement and installation. 

         However, a recent operational review by the ICCM into the operation of the crematorium highlighted a number of issues around the time taken for cremations.  In order to complete the information a further technical report was commissioned to look at the condition of the cremators. 

         This report concluded that the cremators were not functioning as efficiently or effectively as would be expected.  The precise reason could not be determined however, it was concluded that the cremators were nearing the end of their useful life and that it would be imprudent to attach mercury abatement equipment to cremators which would need to be replaced in the short term. 

         Within the context of that report Officers are of the view that the Council should replace the existing cremators in parallel with the installation of mercury abatement equipment.  In line with the Council’s Gate’s process and as required for loan sanction an economic appraisal was commissioned to establish the preferred option in regards to replacement.  The appraisal considered a range of options:

Option 1 – Do nothing

Option 2a – Do minimum - Abate two existing cremators

Option 2b - Abate all existing cremators

Option 3a - Install three new cremators and abate 3

Option 3b - Install two new cremators and abate 2

Option 3c – Install four new cremators and abate 4

         The Committee is asked to note that while the report from ICCM in respect of the condition of the cremators concluded that the existing four cremators are nearing the end of their useful lives; it did state that they could continue to function for a further several years, albeit with an decreasing level of efficiency. 

         Notwithstanding this position, it is the view of Officers that it would be prudent to replace the existing cremators and incorporate abatement equipment now rather than install abatement equipment on aging cremators which may need to be replaced in the short term.  Members are asked to note that if abatement equipment is attached to the existing cremators it could limit the range of manufacturers at some future date owing to issues around compatibility. 

         The Committee is further asked to note that while the guidelines for abatement relate  ...  view the full minutes text for item 5.

            The Committee was reminded that, at its meeting on 24th January, it had discussed the future of the City of Belfast Golf Course at Mallusk.  At that meeting it had been agreed that the Council would retain the Golf Course and continue to manage it within the context of a facilities management agreement framework and consider the realisation of the development potential of the site in the medium-term.  It had been agreed also, in principle, that the Facility Management Agreement be extended for a period of up to twenty-one years subject to:

·         further information in relation to the club’s business case for the replacement of the clubhouse being submitted within a six month period;

·         the business case specifying in detail how the redevelopment was to be financed; and

·         the incorporation of a buy-out clause within the agreement.

            The Director reported that the Club had provided a detailed business case regarding the financing of the replacement clubhouse within the six months specified and Council officers had met with representatives of the Club to progress discussions in relation to future agreements.

            He explained that the need for a replacement clubhouse had been established through the Council’s own property inspection process.  The existing building had been installed in 1985 as a temporary structure and was no longer fit for purpose.  The Club was proposing to provide a new clubhouse which would incorporate a shop and adequate toilet and changing facilities, the estimated cost of which was approximately £235,000.  In order to finance the building, the Club had considered obtaining a mortgage, however, it had been informed that a ten year repayment period at 7.9% per annum would be offered and that had been rejected by the Club committee.  The Club had explored other options but had agreed that the use of its accumulated building fund provided the most cost-effective method of financing a replacement building.

            The Director reported, since the Club was not obtaining a mortgage, that removed the need for a buy-out clause.  He reminded the Members that the initial concern had been that the Club Committee would incur debt and liabilities through a mortgage and that the Council might at some future date close the facility, perhaps in advance of the mortgage having been paid.  The buy-out clause had been intended to safeguard individual Club members.  However, the Club Committee had requested that the Council incorporate instead within its Management Agreement a “comfort clause”.  The Club wished to bring a degree of longevity to the management arrangement and, although the Committee had agreed to a Facilities Management Agreement of twenty?one years, it had included within its decision provision to review the development potential of the site in the medium-term.  It was proposed that Council officers enter discussions with the Club in relation to the form of the agreement which would give sufficient comfort to the Club regarding the length of the agreement and the termination clauses within the context of the future development potential.

            After discussion, the Committee agreed  ...  view the full minutes text for item 6.

            The Committee considered the undernoted report:

 “1    Purpose

         The purpose of this report is to update the Committee regarding the playground improvementprogramme for 2011/2012 and to seek approval to carry out a refurbishment

         programme based on a selection of sites in most need of improvement as identified in the independent playground inspection report.

2       Relevant Background Information

         The Committee is reminded that at its meeting on 10th June 2010 it received a report on the playground improvement programme. The Committee agreed that refurbishment be carried out in respect of playgrounds at:

·         Alexandra Park (Lower);

·         Alloa Street;

·         Horn Drive;

·         Springhill Park; and

·         Willowbank.

         It is further reminded that at its meeting on 12th August 2010 it subsequently agreed to also include play areas at:

·         Carrick Hill; and

·         Tyndale

         At its meeting of 12th August 2010 it was reported that subject to funding, playground refurbishment would be carried out at Alderman Tommy Patton Memorial Park, Alexandra Park (Upper) and Glencairn as part of the refurbishment programme for 2012/2013.

         The Inspection Process for Belfast City Council playgrounds which prioritises playgrounds for refurbishment has been reviewed and updated with some improvements to more accurately reflect the condition and effectiveness of each playground and its equipment.

         A tender for the supply of play equipment is now in place which will help to expedite the refurbishment works more effectively.

         The Inspections contract was carried out as usual by an independent consultancy in June. From this report a programme of work compiled for a range of refurbishment work from replacement of items of equipment to complete refurbishment of the playground. Where a playground is to be completely refurbished, consultations with local communities will be sought through the Parks Outreach Officers. Any consultation will be time bound so as not to unduly delay proposed refurbishment work.

3       Key Issues

         The 2011 Annual Playground Inspection was undertaken by ‘Play Services Ireland’ in June of this year. Detailed reports for all 79 playgrounds have been produced which asses the quality and safety of each facility against current European standards. Inspection reports also prioritise essential repairs and identify existing equipment suitable for children with disabilities.

         As part of the inspection process individual items of equipment, within each playground, were assessed and received a quality score. A mean quality score for all play equipment within each site was then derived and classified as follows:

·         Score  0.0 – 4.9          Classified as ‘Poor’

·         Score  5.0 – 7.5          Classified as ‘Fair’

·         Score  7.6 – 10.0        Classified as ‘Good’

         The independent inspection recorded a total of 20 playgrounds across the city with a mean quality score of less than 5.0; these sites are deemed to contain equipment in an overall ‘poor’ condition.  In terms this years’ refurbishment budget the poorest quality playgrounds will be a focus for improvement.

         In line with this year’s overall budget and the restrictive construction deadline of April 2012 the list of the 20 poorest quality playgrounds was reviewed and condensed to produce an improvement programme that is  ...  view the full minutes text for item 7.

            The Committee considered the undernoted report:

“1.    Relevant Background Information

         The Committee is reminded that during 2008/09 the Shankill United Football Club (SUFC) had discussions with officers from Parks and Leisure and Community Services requesting a management lease for the Hammer Pavilion Building.

         The Pavilion is a small community facility managed by Community Services and is adjacent to the Hammer Community Centre. The Club currently uses the existing pitch at the Hammer which is under a facilities management agreement with Lower Shankill football Club, although Shankill United FC have preferential use of the facility to secure it’s current league status.  The current facilities management agreement relates to the management of a football pitch and a porta-cabin located within the Hammer Complex site.  The club also had independent access to part of the Hammer Pavilion for changing and shower facilities. 

         To support the lease request, the Club asserted that its development was curtailed because the physical resources at its disposal did not meet senior league requirements, permit it to host visiting teams, allow it to expand its membership and permit access during busy weekend activities.

         In 2008 BDO Stoy Hayward carried out a management options appraisal consulting with local stakeholders.  Its report recommended that the Council consider a pilot lease arrangement with SUFC to allow the group to demonstrate it possessed the necessary financial and management capability. It also recommended that pending a successful outcome of the pilot period, Community Services should transfer the Pavilion to Parks & Leisure in order to align it with a similar business model namely sport, leisure and recreation.

         The Directors of Development and Parks & Leisure tabled a joint report at their respective Committees on 20 April 2009 and 14 May 2010 recommending a pilot facility management lease of the Pavilion to the SUFC from August 2009 until August 2010.

         Furthermore it was recommended that pending a successful pilot phase, the lease and building would transfer to Parks & Leisure. 

         Council agreed to these proposals in May and June 2009.

         During the pilot phase, Community Services was specifically tasked to set up the legal agreement, monitor and support the clubs governance structures and pay the agreed management fee of £13,354 per annum. 

         Community Services through its designated officers has worked with the SUFC on a range of issues during 2009/10 including formal monitoring as per grants procedures. We are satisfied on the evidence presented to us that the SUFC has in place a strong volunteer base including structures and expertise to provide open and accountable management of the facility and resources.  SUCF most recent AGM took place in June 2010 with the presentation of reports, including recent financial statements and the open election of a committee.  All supporting documentation is held on file.

         The Club have developed a range of policies and procedures for the effective and safe management of the facility including health & safety, child protection, booking systems and out of hours contact.  SUFC has also strengthened local partnership working and network links such as  ...  view the full minutes text for item 8.

            The Director of Parks and Leisure submitted for the Committee’s consideration the undernoted report:

“1.    Relevant Background Information

         The committee is reminded that at its meetings in December 2010 and January 2011 it received reports regarding a number of funding applications, which had been made by organisations, to Sport NI (SNI) under the Community Capital Programme (CCP).  These applications related to land and/or facilities which were owned by Belfast City Council.  The proposals and sites were:

1.         Provision of a mountain bike trail at Barnett’s Demesne

2.         The provision of a 3G full size soccer pitch at Marrowbone MillenniumPark;

3.         The provision of a full size 3G soccer pitch at the Hammer Open Space; and

4.         The provision of a 3G multi user games area and casual polymeric kick about area at North Queen Street Playground; and

         The Committee agreed to support the schemes in principle subject to further information being made available around funding; terms and conditions of the funding; receipt of the necessary statutory approvals; type of security of tenure required and the proposed management arrangements post completion.

         Following an evaluation of all applications by SNI, the first 3 of the 4 applicants were asked to provide evidence of their ‘state of readiness’ by 15 March 2011.  Unfortunately it was a short turn around period, around 6 weeks and none of the applicants were sufficiently well advanced to proceed within the financial year 2011/2012.  The 3 were placed on a call of list. 

         Since that time there has been a further request from SNI seeking evidence of the ‘state of readiness’ to progress the schemes.  Again the schemes have not been sufficiently advanced to enable SNI to make an offer of funding.  We believe that a further request to the 3 applicants will be issued in September seeking an update on progress with each of the applications. 

         The purpose of this report is to seek the necessary approvals from Committee in order to move forward. 

         Current position

         Sport NI has indicated that the applicants have all demonstrated a high level of need for their respective projects and that these projects fit with the criteria of the programme.  There are three main areas to be addressed to the satisfaction of SNI:

1.      security of tenure;

2.      matched funding; and

3.      possession of the necessary statutory approvals.

         Security of tenure

         In order to secure funding the applicant must demonstrate that the facility will continue to function for a period of 10 years following the provision of grant.  The council can either agree to enter into a lease arrangement in respect of the land, in which case it would be normal to seek some form of annual ‘rent’ in return for the lease; or to enter in to a deed of dedication where in the council would retain management responsibility for the facility for a period of 10 years and in addition should the council not comply with the terms and conditions of the deed then it may have  ...  view the full minutes text for item 9.

            The Committee considered the undernoted report:

“1  Relevant Background Information

1.1Groundwork NI is a not-for-profit organisation, set up in 1991, which undertakes community-led regeneration projects.

1.2In late 2008, Groundwork NI was awarded £998,000 under the European Regional Development Fund Peace III Programme, Priority 1.1 Building Positive Relations at a Local Level, to deliver the Reconciling Communities through Regeneration (RCTC) programme.  RCTC is run across Northern Ireland as well Counties Cavan, Leitrim and Donegal, with the following objectives:

-        to develop ‘key skills for peace’ and create opportunities for inter-group dialogue, cross-community relationship building and networking;

-        to work strategically with the Peace III clusters (i.e. the eight council groupings tasked with delivering Priority 1.1) ;

-        to build positive relationships at the local level in order to achieve positive change; and

-        to begin to address contested physical space issues with the aim of regenerating physical spaces and removing the physical manifestations of segregation.

1.3In consultation with the council and the local community, Alexandra Park was chosen as a specific project within RCTC, with a budget allocation of £50,000 towards physical regeneration works.  In November 2009, a community/inter-agency project steering group (the Steering Group) was established, including representatives from the following:

-        BelfastCity Council;

-        Groundwork NI;

-        North Belfast Community Development and

          Transition Group;

-        Intercomm;

-        PSNI;

-        North Belfast Interface Network;

-        Greater Newington Residents Association;

-        Challenge for Youth;

-        Friends of the Grove;

-        Department of Justice;

-        Youth Justice Agency; and

-        Youth Justice Agency; and

-        Non-affiliated residents from Parkside, Dunmore,

         Castleton, and Mountcollyer.

1.4In November 2010, Committee approved regeneration proposals made by the Steering Group including development of a nature trail, installation of seating and interpretive panels on the history and wildlife within the park, and development of a picnic area.  Site work was completed earlier this year with the assistance of an additional £50,000 secured from the Alpha Programme (the Landfill Communities Fund distribution body).

1.5In February this year, following discussion with community representatives, Groundwork NI conducted a survey to gauge residents’ opinions on enhancing access at the peace line running through the park and the side entrance at Alexandra Park Avenue.  The survey responses were in favour of enhanced access.  In April, Committee agreed to the installation of a gate in the peace wall, to be funded by the Department of Justice, to be opened on a pilot basis. 

2    Key Issues

2.1Peace III funding for RCTC is due to finish in December 2011.  Groundwork NI has requested funding from the council to continue its involvement in Alexandra Park for a further year, up to December 2012.  A proposal by Groundwork NI has been circulated.

2.2Should funding be granted, this would afford an opportunity for continuity in the partnerships and community relationships which have been developed through RCTC, and progression of established initiatives.  In particular, the programme has been instrumental in developing the forthcoming peace line arrangements, and continuity  ...  view the full minutes text for item 10.

            The Director advised the Committee that, in June, 2008, Northern Ireland Water had undertaken the installation of a storm drain on Council-owned land at Carr’s Glen.  The works involved the installation of a 525 millimetre diameter drain over a distance of approximately 65 metres of the Council’s property.  However, much of the land under which the drain flowed had subsequently been sold to the Belfast Education and Library Board, leaving approximately 12 metres of pipe under a portion of land which had been retained by the Council.

            The Committee was informed that compensation for the installation of the sewer had now been agreed with the District Valuer’s Office, Land and Property Services, which was acting on behalf of Northern Ireland Water, in the sum of £3,000.  The agreed compensation took into account the use of the land as a formal open space/amenity land at the time of the installation, with the installation date also being the relevant date at which compensation had been assessed.

            The Committee agreed to accept the compensation in the sum of £3,000 in respect of the 65 metres of storm sewer laid at Carr’s Glen.

            The Committee was advised that a request had been received from consulting engineers acting for A & M Campbell, which was developing land at Antrim Road, Mallusk, seeking permission to install a foul sewer across Council-owned land to facilitate the development.  The proposed development consisted of warehousing and ancillary offices totalling approximately 25,000 square feet.  The site also had Outline Planning Approval for a mixed-use development, including local retail and hotel uses.  The proposed foul sewer had been sized to accommodate those future uses and would run from the development site under the public road until it entered the Council’s land at the City of Belfast Golf Course.

            The Director explained that the Easement sought would be for a distance of approximately 3 metres, with a working width of 3 metres either side of the pipe required to facilitate its installation and future maintenance.  The position of the proposed foul sewer meant its presence would not affect the existing or any proposed replacement clubhouse.  The position and depth of the sewer meant also it would have no significant impact upon any proposed development at that location. The developer’s consulting engineers had undertaken to cause minimum disruption to the operation of the Golf Course during the installation works and would restrict their operations to an area which would not affect the operation of the first tee.  Access to the site for plant and machinery would be directly from the Antrim Road and not through the Golf Course car park.  Full reinstatement of the property would be undertaken to the Council’s satisfaction and in conjunction with the Golf Club.  It was proposed that the work would commence as soon as possible following completion of any legal agreements, with the work lasting approximately two weeks.

            The Committee approved the grant of an Easement to A & M Campbell to allow the installation, future operation and maintenance of a 150 millimetre diameter foul sewer pipe at the City of Belfast Golf Course, Mallusk, subject to the Strategic Policy and Resources Committee approving financial and other terms in accordance with Standing Order 60 and to the parties entering into an appropriate legal agreement to be prepared by the Legal Services Section.

            The Director submitted for the Committee’s consideration the undernoted report:

“1  Relevant Background Information

1.1The Strategic Policy and Resources Committee at its meeting on 23rd October, 2009 approved the disposal of a 3 metre wide strip totalling approximately 82 square metres of land adjoining 67 Schomberg Avenue.  The terms of disposal are set out in the extract from the relevant Minute and are clarified in e-mail dated 3rd November, 2009 from the Chief Executive’s Department (copies of which have been circulated).

1.2The main element of debate at committee was whether to permit the construction of a small portion of building on the land being sold and it was agreed that to permit this building would contravene the restriction agreed at the Parks and Leisure Committee of 12th February, 2009 (i.e. that use of the land be restricted to open space and garden use).  Consequently it was agreed that building should not be permitted.  

1.3Members may wish to note that at the 12th February, 2009 meeting Committee had also agreed two similar disposals of land to members of the public.  Both of these were subsequently approved by the Strategic Policy and Resources Committee on the basis of use being restricted to open space/garden use. 

1.4The disposal of the land adjoining 67 Schomberg Avenue has not yet been completed on account of small part (approx. 13 sq metres) having been registered at Land Registry as being owned by DRD Roads Service.  It appears this element of Registration may be erroneous and legal steps are being taken to clarify the matter.

2    Key Issues

2.1Although the disposal of the 82 square metre strip of land has not yet been completed the owner of 67 Schomberg Avenue has proceeded with the following:

(i)      House Extension.  A house extension has been constructed and a small portion of this is on the land which Committee had previously agreed to sell to the owner of 67 Schomberg Avenue.  This is contrary to the decision of the Parks and Leisure Committee of 12th February, 2009 and the Strategic Policy and Resources Committee decision of 23rd October, 2009 which approved disposal of the land on the basis that it was to be retained as open space/garden use only.  The area being sold has already been fenced into the house site.

(ii)     Retaining Wall.  The owner of 67 Schomberg Avenue has levelled his rear garden by excavating a substantial quantity of earth and constructing a retaining wall (over 2 metres in height) close to the rear boundary of his site.  The retaining wall crosses the full width of the 3 metre strip which Committee had agreed to dispose of, plus approximately a further 1.5 metres into Council owned land at Belmont Park.  Parts of the site of 67 Schomberg Avenue are now considerably lower than the surrounding park.  This portion of the Park also borders property in private ownership at 53 Schomberg Avenue and there would be concerns regarding ground  ...  view the full minutes text for item 13.

            The Committee was reminded that, at its meetings on 10th December, 2009 and 14th January, 2010, it had considered reports in relation to the ongoing issue surrounding the number of greylag geese within Victoria Park and the potential threat to public safety through bird strikes on aircraft landing or taking off at the George Best Belfast City Airport.  In addition, the Committee had been advised of the risk to public health resulting from the extensive amount of bird droppings from the unsustainable numbers of geese contaminating the water and other areas of the Park.  The Committee had subsequently agreed the following range of measures to control the greylag geese, which were in the most part funded by the airport:

1.   The erection of low level wire fencing around the two islands to prevent access for the geese to safe breeding areas. This would also serve to reduce the erosion of the island caused by the geese ‘puddling’ around the edges.

2.   The erection of low level wire fencing along the edge of the lake at the car park area, to prevent the geese from having easy access to and from the water.

3.   Planting appropriate shrubs along parts of the lake to prevent the geese having easy access to and from the water.

4.   Undertaking an awareness raising campaign to dissuade members of the public from feeding the geese, particularly with white bread, by feeding the birds the public are encouraging the

      birds to remain within the park; in addition, bread is not considered appropriate for the birds. This could include a sign, leaflets distributed around the local area, a press release and information on our web site. Education on this issue could also be included in the Watch This Space programme with local schools and the Saturday club at Victoria Park.

5.   To continue with the annual egg pricking under licence (this may prove less necessary if the geese are prevented from gaining access to the islands by the fencing)

6.   Monitor the affects of these measures to assess their effectiveness.

            The Assistant Director explained that, following the evaluation of the effectiveness of the measures to date, the airport authorities wished to:

·         replace the wire fence on the islands with a chestnut pale fence which would be more effective and require less maintenance;

·         extend the fence at the car park along one side of the lake and replace it with a decorative metal fence which would match existing park fencing; and

·         continue to campaign to dissuade members of the public from feeding the geese.

            She pointed out that, since the lake areas of the Victoria Park were an Area of Special Scientific Interest, any of the above-mentioned measures would only be undertaken after appropriate consultation with and the consent of the Northern Ireland Environment Agency.  An appropriate legal agreement would be drawn up with the Airport Authority to ensure that it would meet all the associated installation and maintenance costs and that the fence would  ...  view the full minutes text for item 14.

            The Committee considered the undernoted report:

“1  Relevant Background Information

1.1       The purpose of this report is to:

(i)      present an outline feasibility study for the development of soccer pitches at Glencairn Park to the Committee; and

(ii)     to seek direction as to whether the potential development should be referred to the Strategic Policy and Resources Committee as a capital project and progressed in line with the normal council procedures.

1.2At the meeting of full council in July 2011 during the discussions on the draft playing pitches strategy a member proposed that an examination be undertaken on the feasibility of the development of soccer pitches in Glencairn Park.

1.3Following on from this the Landscape Planning team has undertaken an examination of the park and a summary of the study is outlined below.

1.4Glencairn Park is a 65 acre linear park that sits within the Glencairn ward in north-west Belfast.  This high quality parkland was the demesne of the two former estates (Glencairn and Fernhill House) and contains the BallygomartinRiver Valley including mature deciduous woodland. As regards public facilities the park contains a small children’s playground, a bitmac basketball court and a BMX track.

1.5The topography of the site rolls down from each of the perimeter boundaries to create a low, flat parkland area on which the playground and BMX track are constructed (approximately 3 acres in size).

2    Key Issues

2.1Members should note that the following planning designations exist for the park under the Belfast Metropolitan Plan:

·            An historic park, garden and demesne – on account of the former adjoining estate gardens of Fernhill and Glencairn House now incorporated into the park

·            A local landscape policy area – on account of its environmental quality and amenity value

·            An area of existing open space

·            Site of local nature conservation importance because of the number of mature trees and vegetation within the site and the existence of the Ballygomartin River

·            Forth River/Glencairn/Ligoniel Community Greenway is designated within the park

2.2In terms of already existing surrounding council provision, the area is well provided for and breaks down as follows:

·            Clarendon Park – two senior grass soccer pitches, one junior grass pitch and a synthetic multi-use games area

·            WoodvalePark – two senior grass pitches (these will be reoriented and enhanced as part of the Woodvale regeneration plans)

·            Ballysillan – 5 senior grass pitches and a new 3G soccer pitch (including ball-stop fencing/ floodlighting).

2.3Given this existing provision and the fact that the pitch audit carried out for the strategy development states that soccer pitches are not under-provided for in the area, there is no current plan or budget for any pitch development at this site.

2.4Feasibility of constructing 1 Grass or 3G Facility

      A flat parkland area (approx 3 acres) exists at the eastern sector of the site adjacent to Forthriver Road.  A small play area, bitmac basketball court and BMX track are provided here.  In terms  ...  view the full minutes text for item 15.

            The Director of Parks and Leisure submitted for the Committee’s consideration the undernoted report:

“1  Relevant Background Information

1.1The purpose of this report is to seek Member approval for the diversion of £30,000 from the Support for Sport budget to the “London 2012 Volunteers Bursary” scheme.

1.2The London 2012 Volunteers Bursary Scheme is designed to assist individuals to become a London 2012 Olympic and Paralympic Games Volunteer - or ‘a Games Maker’. 

1.3The application process to become a Games Maker was launched on 27th July, 2010 and closed on 27th October, 2010.  220 volunteers from Belfast have been interviewed (20.7% of NI total).  In order to aid these volunteers a 2012 NI Volunteers Bursary Scheme has been developed through a partnership between DCAL and Volunteer Now.

1.4The Department of Culture, Arts and Leisure (DCAL) is the lead Government Department in relation to the London 2012 Olympics and Paralympics in Northern Ireland.  DCAL is taking the lead in promoting the Bursaries Scheme and extending the opportunity to potential funders to participate in the Scheme and galvanise their support.  

1.5Volunteer Now leads on the delivery of a sustainable Volunteering Legacy for Northern Ireland in connection with the Olympics and Paralympics.  They are well placed to progress the legacy as the lead organisation for the promotion and development of volunteering in Northern Ireland. Volunteer Now has responsibility for the administration of the 2012 NI Volunteers Bursary Scheme.

2    Key Issues

2.1Games Makers – the Commitment

      Where an applicant is successful in being selected to become a Games Maker - there is the expectation from the Games organisers that they commit to the following:

·                10 days volunteering, over a potential 3 week period;

·                personally arrange and cover the cost of their journey to any applicable training and games time venue; and

·                personally arrange and cover the cost of their accommodation.

2.2Staff Volunteering at London 2012

      The department is aware of a number of staff who have volunteered to become Games Makers and given the commitment required.

2.3It is anticipated that for those successful in being selected special leave would be granted in line with arrangements previously applied to similar opportunities subject to the ability of the business area to release individuals.

2.4Status to Date

·         220 potential ‘Games Makers’ from Belfast have been interviewed.  They will be contacted from November onwards with a decision.

·         Volunteer Now have been appointed to administer the bursary scheme and have developed criteria for applicants.  They will launch the scheme following the first appointments.

·         A number of members of staff (unknown at time of writing) have applied to volunteer at London 2012 and will be required to commit to a minimum of 10 days.  The precedent has been set from previous events were staff received half the time off with pay.

3    Resource Implications

3.1Financial

      Match funding of £30,000 is to be paid to Volunteer Now to be distributed to Belfast ‘Games Makers’.  There is no  ...  view the full minutes text for item 16.

            The Committee agreed that Political Party Briefings be undertaken in relation to cemetery and crematoria development.

            The Director of Parks and Leisure advised the Committee that since the Committee’s last meeting in June, the following decisions had, in the interests of efficient ongoing running of the business under Section 3 of the Council’s Scheme of Delegation, been taken in conjunction with the Chairman of the Committee where appropriate:

(i)      a request for the use of the Botanic Gardens for an event for the Filipino community;

(ii)     a request to hold fitness/dance classes in at least five of the Council’s parks;

(iii)    agreement, in principle, to use one of the parks/pitches to hold a charity “Polo in the City” event, subject to a number of pre?conditions being met;

(iv)    the removal of the £5 administration fee associated with the Boost loyalty card; and

(iv)    authority to proceed with a reduced price promotional campaign to try and increase the numbers attending the Council’s leisure centres.

            The Committee noted the use of the Delegated Authority in relation to the aforementioned matters.

            The Director submitted for the Committee’s consideration the undernoted report:

“1  Relevant Background Information

1.1A Facility Management Agreement (FMA) is a legal agreement that the Council enter into with a community or sporting based organisation to undertake specified tasks on the park resource.  The facility still remains in Council ownership and the Council remains responsible for certain maintenance operations on the site and for setting the terms and conditions of the agreement.  Due to the success of the initial scheme, the number of FMAs grew; currently there are 18, with most of the agreements being for the management of sports pitches (See Appendix 1. Facility Management Agreements – facility breakdown).

1.2Audit, Governance and Risk Services undertook an audit in Parks and Leisure Department which examined the operation of Facility Management Agreements in Parks and Leisure 2010-11.  Audit indicated that there were shortcomings in the monitoring and management of the FMAs and a number of recommendations for improvements were made. Parks and Leisure Management have accepted these recommendations and have produced an action plan for 2011 -2012 to address the issues, outlining agreed actions, responsible officers and target dates for implementation. One of the recommendations was the submission of an evaluation report to Committee each year, including last year 2010-2011.

1.3This report sets out the current position in terms of compliance for the financial year ending March 2011 and actions taken in the first quarter of the year 2011-2012 to mitigate further risks that were identified by the audit report.

2    Key Issues

2.1Compliance - The key issues for 2010-2011 regarding compliance on FMAs were:

·            Usage returns – All the Clubs using pitches provided their usage returns for the 2010-2011 season.  Usage returns were also provided for the City of Belfast Golf Club, Alderman Tommy Patton Bowling Club, the Waterworks MUGA and Alderman Tommy Patton Bowling Club.   The Fishermen were not required to provide usage returns.

·            Financial Information - Financial reports for the previous year were supplied by all but one of the Clubs and are being reviewed by Business Support.

·            Accidents or Dangerous Occurrences – No accidents or dangerous occurrences were reported.

·            Child Protection – No child protection incidents or issues were reported concerning any FMA holder.

·            Management and maintenance – No major compliance issues were identified though the need for more rigorous monitoring has been identified.

2.2Non-Compliance – The one Club that failed to provide their financial returns and more recent usage figures has received a ‘notice of termination’.  They are currently working to meet the stipulated requirements within the dictated timeframe approved by Legal Services.  However if they fail to rectify the issue authority may be sought from Committee in September to terminate the agreement concerned.

2.3Improvements – The Audit report highlighted that there was a need to improve monitoring levels to provide increased evidence of compliance and to reduce the level of associated risks. The Occupational Development Unit have commenced a review of the Outdoor Leisure Unit to ensure that  ...  view the full minutes text for item 19.

            The Committee was reminded that the ‘Enchanted Evening’ had been a successful annual event which had been run by the Council for a number of years.  The event had attracted an audience of approximately 12,000.  However, due to budgetary constraints the cost of running the event, which was in the region of £54,000,

had meant that the Council was unable to sustain the event and it had been discontinued in 2009.  Subsequently, in 2010, the Belfast Festival at Queen’s had submitted a proposal to the Council to include an event in the Festival programme as part of the popular Enchanted Evening production.  The Committee had supported the proposal and provided funding in the sum of £14,500.

            The Director reminded the Committee further that, at its meeting on 14th April, it had agreed, in principle, to the inclusion of the Enchanted Gardens event as part of the 2011 Belfast Festival at Queen’s, subject to officers engaging in further discussions with the organisers and a further report thereon being submitted to the Committee.

            The Director reported that a meeting had subsequently been held with representatives of the Festival Committee and the following points were noted:

·         the projected audience size would be approximately 10,000;

·         the event would take place on four evenings from Wednesday, 26th till Saturday, 29th October, 2011;

·         the event set up and associated costs appeared to be reasonable for the nature and size of the event;

·         the audience, whilst primarily aimed at families, would attract a wide age range; and

·         the event organisers were seeking funding in the sum of £25,000 from the Council to assist with the holding of the event.

            The Committee approved the use of the Botanic Gardens for the holding of the Enchanted Evening event in conjunction with the Belfast Festival at Queen’s and agreed to provide financial support in the sum of £25,000.

            The Committee was reminded that the Council, at its meeting on 1st March, had requested an Equality Impact Assessment to be carried out in relation to funding granted to all Council sports clubs involving employees.  Accordingly, the Director submitted a report in this regard.

            The Policy and Business Development Manager had sought information from across the Council and while there was limited information available, most support historically would appear to have been for one-off events or competitions.

            The Policy and Business Development Manager outlined the events which had been held and the type of support which had been provided in recent years.  She explained that as the result of the research which had been undertaken, it appeared that there was no consistent approach or practice followed and there was no Council policy in place for the granting of Council support to staff sports teams.  In a small number of cases where a report had been submitted to the Committee, it had been recommended that funding be provided and that the expenditure be approved

under Section 115 of the Local Government Act (Northern Ireland) 1972.  She explained that, since the Council did not have a policy in place, there was nothing concrete on which an Equality Impact Assessment could be made.  Therefore, the first step for the Council to take would be to develop a policy.

            The Committee noted the information which had been provided and agreed that the matter be referred to the Corporate Policy Team to develop a draft policy, in conjunction with Human Resources Section, and that the draft policy be submitted to the appropriate Committee for review and approval.

            The Committee considered the undernoted report:

“1  Relevant Background Information

1.1The Department of the Environment (DoE) published in March 2011 a draft Invasive Alien Species Strategy for Northern Ireland for public consultation.  Responses to the consultation must be returned to the DoE by 30th September. 

1.2The consultation document is available at

      www.doeni.gov.uk/invasive_alien_speciesstrategy_consultation_document.pdf.

1.3Invasive alien species (IAS) are defined by the Convention on Biological Diversity (CBD) as an alien species whose introduction and/or spread threatens biodiversity.

1.4Invasive alien species are now recognised as a major threat to biodiversity loss.  This threat is likely to increase in future unless action is taken at all levels to control the introduction and establishment of these species and address those already introduced. 

1.5The impacts of IAS are far reaching from disrupting ecosystem services to threatening economic interests such as agriculture, fisheries and development proposals.

1.6Recent estimates of the cost of IAS in the EU were at least €12 billion per year.  The economic costs of IAS to NI is not currently known however a GB report estimated that IAS cost the GB economy £1.7 billion per year.

1.7The draft Invasive Alien Species Strategy aims to establish a co-ordinated policy and management framework that minimises the risk of invasive alien species to the economy, environment and society. 

1.8Appendix 2 outlines the suggested council draft response to the strategy.  As part of the consultation the department has asked a number of questions which have been covered in our proposed draft response.  

2    Key Issues

2.1Need for the Strategy

      The need to address the issue of invasive alien species has been recognised by the Convention on Biological Diversity (CBD) 1992 to which the UK Government is a signatory.  Northern Ireland is committed to the Convention on Biological Diversity and EU targets to halt the loss of biodiversity and the degradation of ecosystem services by 2020. 

      In Northern Ireland we have set targets to significantly reduce biodiversity loss by 2010 and to halt the loss of biodiversity by 2016.

2.2              Summary of Response

      There is a significant policy and legislative gap in terms of IAS and Belfast City Council welcomes this strategy as a key step to address this complex issue.  The strategy will aid co?ordination of action across government departments and stakeholders which will be essential to deliver the objectives.

2.3The current NI legislation framework is inadequate to deal with this complex and wide ranging issue.  Primary legislation is required to ensure action can be undertaken on IAS.

2.4Currently the council receives a significant number of queries from the public on IAS particularly in relation to Japanese knotweed and Giant Hogweed.  Education and awareness on IAS and clear guidance on treatment and legislation are essential.

2.5The emphasis of the strategy is on prevention of introductions since prevention is more cost effective than control and eradication measures.  While an emphasis on prevention is welcomed a more proactive response is required  ...  view the full minutes text for item 22.

            The Director of Parks and Leisure advised the Members that a number of Council-owned houses were currently let to staff within the Parks and Leisure Department.  The rents payable on those properties had last been revised and approved in May, 2010 and ratified by the Strategic Policy and Resources Committee in August, 2010.  He reported that the property at the Zoo, 62 Antrim Road, had been allocated to Mr. Andrew Hope, Zoo Curator, in August, 2008.  However, that had not formally been reported to the Committee at that time and he sought the Committee’s authority to approve the allocation retrospectively. 

            The Committee granted the authority sought under the terms of the tenancy agreements and the rental rates which had been agreed subsequently.

            The Committee was advised that the Institute of Cemetery and Crematorium Management Learning Convention and Exhibition would take place from 3rd till 5th October at the Chesford Grange Hotel, Kenilworth, Warwickshire.  Attendance at the event would allow Councillors and officers to keep up to date with developments in the funeral services industry and make contacts with other authorities and service providers, learning from their expert knowledge and experience.  This year’s Learning Convention and Exhibition would focus on the problems currently being faced by the United Kingdom burial and cremation authorities as they had to cope with reduced budgets and financial restrictions and would explore innovative ways of improving services whilst faced with ever decreasing resources.  The cost of attending the event would be approximately £645 per person.

            The Committee approved the attendance of the Chairman, the Deputy Chairman and the Director of Parks and Leisure (or their nominees) at the Institute of Cemetery and Crematorium Management Learning Convention and Exhibition.

            The Committee was reminded that the Spring Fair had taken place at Barnett Demesne on 16th and 17th April.  The event had incorporated the annual spring flower show, which had 700 horticultural exhibits on display, a mix of environmental activities, children’s entertainment, displays, demonstrations and music.  Approximately 1,500 visitors had attended the fair over the two afternoons.  He explained that staff from the Parks and Cemeteries Services Section worked in partnership with the Spring Fair Committee to organise the flower show element of the event.  There were three horticultural societies represented on the Committee, namely, the Northern Ireland Daffodil Group, Friends of Bonsai and the Northern Ireland Group of Flower Arrangement Societies. 

            The Director explained that, in previous years, the Committee had authorised the making of a £100 donation to each of the horticultural societies involved in the organisation of the Autumn Flower Show in recognition of their assistance throughout the year.  However, up until now a similar donation had not been made to members of the Spring Fair Committee to recognise their help and support.  Accordingly, he recommended that the Committee approve the making of a donation of £100 to the Northern Ireland Daffodil Group and the Friends of Bonsai.

            The Committee adopted the recommendation.

Small Development Grants

and Hospitality Applications

            The Committee noted a schedule of Support for Sport applications in relation to development grants and hospitality applications which had been approved by the Director of Parks in accordance with the authority delegated to him.  A copy of the schedule was available on the Council’s Modern.gov website.

Large Development Grants

            The Committee considered applications which had been received and had been assessed within the agreed criteria for assistance in relation to large development grants.  The standard of application had been high with twenty-seven clubs exceeding the 50% scoring threshold.  Given the available budget the Committee agreed to award funding to the twelve top scoring applicants as detailed below.  A full list of applicants was available on Modern.gov.